SCRUTINY COMMITTEE (ECONOMY AND ENVIRONMENT)

 

MINUTES of a meeting held on 30th July, 2008.

 

Present: Councillor C.J. Williams (Chairman); Councillor Mrs. M. Kelly Owen (Vice-Chairman); Councillors Ms. M.E. Alexander, J.C. Bird, G. John, Mrs. S.I. Sharpe, W.C. Vaughan, E.T. Williams and Ms. M. Wright.

 

Also present: Councillors A.D. Hampton and N.P. Hodges.

 

218     APOLOGIES FOR ABSENCE -

 

These were received from Councillors R.F. Curtis and M.R. Wilson.

 

 

219     MINUTES -

 

RECOMMENDED - T H A T the minutes of the meetings held on 2nd and 14th July, 2008 be approved as a correct record.

 

 

220     DECLARATIONS OF INTEREST -

 

No declarations were received.

 

 

221     SCRUTINY COMMITTEE PERFORMANCE PANELS (CX) -

 

The Scrutiny Action Plan included a commitment to “investigate the feasibility of Member development of specialist functions within Scrutiny enabling Members to become experts in certain subjects” (Recommendation R11).  The pilot Performance Panel had been established in November 2007 from the then Scrutiny Committee (Community Wellbeing and Safety).  Building on the success of the pilot project and positive feedback from Members, the Scrutiny Chairmen and Vice-Chairmen Group agreed that Performance Panels should be established for each Scrutiny Committee. 

 

Having considered the proposal that the Performance Panels follow the same format as the pilot group with up to four Members being nominated to participate in each Panel, it was

 

RECOMMENDED -

 

(1)       T H A T a specialist Performance Panel to examine and evaluate performance information be established to meet on a quarterly basis.

 

(2)       T H A T Councillors Ms. M.E. Alexander, G. John, Mrs. M. Kelly Owen and C.J. Williams be appointed to sit on the Performance Panel, it being agreed that should Councillor John subsequently decide not to take up his seat due to other Council commitments, that seat be assumed by a Member of the Committee from the Conservative Group.

 

(3)       T H A T the progress of the Performance Panel be reviewed in twelve months.

 

Reasons for recommendations

 

(1)       To enable the establishment of a Member-led specialist led Performance Panel for this Committee.

 

(2&3)  To facilitate Panel Members in developing their skills and expertise to scrutinise and challenge performance and to foster a culture of shared learning amongst the Committee.

 

 

222     4TH QUARTER PERFORMANCE INDICATORS (DEER) -

 

(a)       Strategy and Support

 

The Head of Building and Vehicle Services presented the end of year statistics in relation to the above.  Of the six PIs listed, it was noted that either a target had not been set or the service was establishing a baseline figure in respect of four.  The remaining two PIs indicated that the figure was on target or a better performance had been achieved than required. 

 

(b)       Building and Vehicle Services (Fleet)

 

The Head of Building and Vehicle Services also presented the end of year PIs in relation to that part of the service which remained within the remit of this Committee. He explained the reasons behind those PIs where targets had not been achieved quoting, for example, the reason in the case of the percentage of large goods vehicles passing the MOT first time not being met was attributable to the reduced number of vehicles requiring an MOT since the age profile of the fleet had improved. In response to a question relating to the high levels of sickness in the service, he referred to a working group having been established and an action plan being drawn up.  It was reported that sickness figures would likely be reported to Committee in September once the figures had been received from Oracle and Transact.

 

(c)        Economic Development and Leisure

 

The Head of Economic Development and Leisure opened his presentation by drawing attention to those PIs where performance had exceeded target, referring in particular to the high visitor numbers to Dyffryn Gardens in 2007/08, to the percentage of customers satisfied overall with Leisure Services, and to the reduction in the average vacancy rate for retail ground floor units in the main shopping areas. Discussion briefly ensued on those PIs where either the target had not been met or a baseline had yet to be established. Reference was then made to the Council’s Leisure Centres in general, to the difficulties of conducting TDRs / PDRs with all the staff employed (many of whom would be on a casual part-time basis), to the issues arising from both long- and short-term sickness within Leisure Centres, and the low morale of staff in Centres which had long suffered from low investment in an increasingly competitive market as evidenced by the impact of the international sports village on Penarth Leisure Centre.  Whilst the financial pressures on the Council were fully recognised, Members considered the £150k. asset management budget allocation inadequate to address the current concerns.  A Leisure Centre Review had been commissioned in 2006 to facilitate consideration as to how to rejuvenate leisure provision through alternative ways of running those Centres, and a report had been submitted to Members of the Cabinet in 2007. Information had been received from Neath Port Talbot as to potential ways forward and other Councils in the locality were known also to be reassessing their leisure provision.  Members considered that Cabinet should be asked to update this Committee on the current position.

 

(d)               Visible Services

 

The Head of Visible Services drew attention to the  deletion of a number of PIs currently reported  and focussed on those areas where the target was not being met. He reported that as regards THS009, the average number of days taken to repair street lamps, this Council was in fact well above the national average for Wales despite the target not being met and that public satisfaction levels with the service were high. The failure to meet the target, however, in respect of the percentage of municipal waste composted or treated biologically was an issue which was being specifically concentrated on and it was expected that the target would be exceeded in the coming year as a consequence. Reference was made in the course of subsequent discussion to the considerable achievement of reaching Level 5 of Green Dragon and the efforts of all staff concerned throughout the service in producing a creditable set of results.

 

(e)               Planning and Transportation

 

The Head of Planning and Transportation referred initially to PIs PLA004 relating to the determination of planning applications and to the fact that recent performance figures exceeded the targets set – a very different picture from a few years previous and directly attributable to a restructuring of the Development Control Team.  That restructuring had, however, had an initial adverse impact on PLA005 relating to the resolution of enforcement complaints although it was anticipated that statistic would soon be back on track. As regards PIs PLA 003 (appeal decisions), whilst the target had not been met, this Council’s performance far exceeded the national average although efforts would continue to improve. Following discussion on the number of affordable homes provided in the year as a percentage of all new housing units – and where the target had been significantly missed – the Head of Service explained that this was attributable to the current economic downturn.

 

RECOMMENDED –

 

(1)       THAT the officers be thanked for presenting their respective reports and responding to questions.

 

(2)       THAT, given the concerns expressed at (c) above, Cabinet be requested to keep this Committee fully informed at the progress being made in respect of Leisure Centre management and the services provided.

 

(3)       THAT, as detailed in the report, the following PIs be deleted: LCS1a; LCS1b; THS004; WMT001(a)(i)/NS15; WMT001(a)(ii)/NS15; WMT002(a)(NS16); WMT006; and L450.

 

 

223     ANNUAL REPORT: SECTION 106 LEGAL AGREEMENTS 2007/08 (REF - MIN. NO. C59) -

 

Cabinet, having considered the annual report as referred to above, had noted the progress made in relation to Section 106 matters between April 2007 and March 2008 and had sought the views of this and the Planning Committee on the following:

 

(i)         a charging system for negotiating, implementing and monitoring Section 106 Legal Agreements, known as a Planning Obligations Administration Fee, be amended to require:

 

·        2% of the total financial contribution being sought under the Agreement; or

·        20% of the planning application fee,

 

whichever is the greater;

 

(ii)        the charging system as recommended above be implemented with immediate effect, with the exception of all Agreements currently subject to formal resolution and in the process of being negotiated.

 

The Head of Planning and Transportation and the Section 106 Officer together outlined the key features of the report, referring in the process to the fact that the post of Section 106 Officer had come about as a direct consequence of a review on planning obligations conducted by this Committee. A raft of new procedures had been introduced to ensure an efficient and effective service to both the Council itself and developers. This Council was just one of a few in Wales to operate such a dedicated service.

 

Section 106 agreements were now being negotiated in respect of both small- and large-scale developments and, as detailed in the report, the total financial contribution sought between April 2007 and March 2008 amounted to approximately £5.6m.  In response to questions, it was explained that contributions could not reasonably be expected until development had at least commenced and that payments were often staggered. Contributions were usually topic based (that is, education, transportation purposes etc.) and were expended accordingly.

 

Following further consideration and discussion on the above and related matters, it was

 

RECOMMENDED – THAT the officers be thanked for their presentation and the resolutions of Cabinet as contained in Minute No. C59 endorsed.